An Omni Assessment workflow is made up of a set if Processes.
Each Process will have a set of Action Items (Tasks) that must be worked through to satisfy that Process of the assessment workflow. A Pass (or Fail) of a Process will generally trigger:
a change in status Status and
a new Process (and set of Action Items) that now needs to be completed
This article takes you through the Action Item setup page.
To add a new Action Item to your Assessment workflows, go to Account/Setup/Action process template setup:
You will want to add your Action Item to a specific Action Process. To understand how to configure Action Processes, click here.
Select your Process that you want to add a new Action Item (task) to. In this example, we want to add a new Task to the Process "Instruct Solicitors". When I select that Process, I can see it already has 4 Action items. To add a new one, click the + icon:
You will be switched to the Action Item page, with an empty setup page:
Action Item Title, and Instructions
Give your action item a title, and if you want to, add some further instructions. These instructions will be visible in Omni when the task is given to a team-member:
Set the Type, and Priority
Action Item Type
You are able to set the Type for the Action Item - options are Task or Notification:
Task | This will set the Action Item as a Task that is to be completed in the Assessment workflow. This is the default Type |
Notification | ? |
Action Item Priority
Where does this display in Omni? How does it influence the task?
Custom Type
This is used for particular Custom Action Items, which generate specific interfaces in the Omni Assessment flow.
They will only ever be used in the specific scenarios the new Omni interfaces are needed eg:
Schedule 4 Custom Type will be used when you are in the Action Item to generate Solicitor's instructions
For more on Custom Types, click here.
Mandatory or Optional Task
For each Task, you are able to set if the Task is Mandatory, or Optional, in order for the whole Process to be complete. In this example, we will not make the new Action Item mandatory (as the solicitor may not request more documents). We will leave this unticked, meaning it is an optional task:
If you Save and close this action item, it will see that your new Action Item is not mandatory in your list of Action Items:
Set who needs to complete the task
You are able to target specific people, Roles or Teams for your Action Item by selecting who is to complete the Action Item.
Co-ordinator | A co-ordinator is the current 'owner' of an application. Prior to submission, this will generally be the broker. In assessment, this will generally be the assessor who is currently 'owing' the application. |
Primary Applicant | The Primary applicant of the application. Every application has a Primary Applicant. You will generally not use this setting as it is not usual to invite an applicant into the Omni workflow. |
Co-Applicant | A Co-applicant of the application. You will generally not use this setting as it is not usual to invite an applicant into the Omni workflow. |
All Applicants | Would set the task to all applicants on the application. You will generally not use this setting as it is not usual to invite an applicant into the Omni workflow. |
Team | You are able to setup Teams in your Assessment workflows; and then assign specific tasks to specific teams. |
Role | Assign the Action Item to a participant who has a specific Role. You might use this setting where you want a specific Teammember with a specific Role to complete the task - eg with a Role of Fraud Officer. |
Application Broker | This will assign the task to the broker who submitted the application. |
Setting the task to a Team
If you set the Task to be the responsibility of a Team, you will then need to also set the Team:
This list will be empty if you have not setup your teams. If your team is made up of a group of people, the Action item will be allocated to a specific person on the team, based on the Omni Task Allocation Logic.
For more on setting up your teams, click here.
Setting the task to a Role
Similar to Team, if you set the Action Item to be completed by a Role, you will need to then select the specific Role:
This list will be empty if you have not setup your Roles, which are then added to User profiles. Generally, if you select a Role, then it will be a person with that Role who is related to the application record.
For more on setting up your Roles and assigning them to User Profiles, click here.
Target Completion days
Visibility
Visibility is an important setting if you are going to invite participants outside of your direct team to have access to Omni and be able to see your activities. For each Action Item, you can set the 'visibility', based on the following hierarchy:
Lowest Level | Applicant | If you set visibility to this level, it will mean everyone, from Applicant to the higher levels, can see the Action Item if they login to Omni |
Next Level | Broker | If you set visibility to this level, it will mean everyone, from Broker to the higher levels, can see the Action Item if they login to Omni. ie, Applicants will not be able to see this Action Item if they login |
Next Level | Mortgage Manager | If you set visibility to this level, it will mean everyone, from Mortgage Manager to the higher levels, can see the Action Item if they login to Omni. ie, Applicants & Brokers will not be able to see this Action Item if they login |
Next Level | Aggregator | If you set visibility to this level, it will mean everyone, from Aggregator to the higher levels, can see the Action Item if they login to Omni. ie, Applicants, Brokers and Mortgage Managers will not be able to see this Action Item if they login |
Next Level | Lender | If you set visibility to this level, it will mean everyone, from Lender to the higher levels, can see the Action Item if they login to Omni. ie, Applicants, Brokers, Mortgage Managers and Aggregators will not be able to see this Action Item if they login |
Highest Level | Funder | If you set visibility to this level, it will mean that only the Funder will able to see this Action Item if they login |
Note that you can set each Entity that has access to your Channel to have a Visibility Type when you set them up
Action Page
You can set a link to another Simpology Module that should be used to complete the Action item task:
eg if the Action Item is to verify the Supporting Documents for an application, you would make the Action Page "Supporting Docs"
Adding Conditional Rules
A great feature in building your Action Item tasks is the "Action Item Rule" setting:
No Rule | This will mean the Action Item (Task) always appears in every assessment workflow on every Omni record |
Activates | This will mean that the Action Item (Task) will only appear when the Rule is satisfied. An example is an Action Item to Verify VOI - which would only appear as a task where the Digital VOI has failed:  |
Blocks | ? |
Depend on
You have the ability to set this Action Item (Task) to be dependent on another Action Item within the Process - ie it will not be able to be actioned, until the dependancy is completed.
In your Omni Assessment workflow, such Action Items will be 'ready only' and marked as Dependent, until the dependency is completed:
For more on Dependent Action items, click here.
App 142463, Instruct Solicitors